West Coast Metabolomics Center (WCMC) Sample Submission Checklist

The West Coast Metabolomics Center (WCMC) provides high-quality metabolomics services to the scientific community. To ensure the integrity of your samples and the accuracy of your results, adherence to specific preparation and submission protocols is mandatory. This checklist serves as a general guide to preparing your samples for analysis.

1. Preliminary Consultation and Registration

• Project Registration: Ensure your project is officially registered in the WCMC laboratory information management system (LIMS) before shipping any samples.
• Service Selection: Confirm that you have selected the appropriate service type (e.g., GC-TOF, LC-MS, or specific targeted assays) based on your scientific objectives.
• Communication: If your study involves unique matrices or specialized research questions, contact the WCMC staff to discuss method feasibility.

2. Sample Collection and Preparation

Metabolomics is highly sensitive to the conditions under which samples are collected. Consistency is the most important factor in obtaining reliable data.

• Quenching: Ensure biological activity is stopped immediately upon collection (e.g., flash freezing in liquid nitrogen or using cold organic solvents).
• Standardization: Use standardized protocols for sample collection across all cohorts to minimize technical variance.
• Weight and Volume: Adhere strictly to the weight (e.g., mg of tissue) or volume (e.g., L of plasma/serum/media) requirements specified by the center.
• Storage: Keep all samples stored at -80C. Do not use frost-free freezers, as the temperature cycling can degrade metabolites.

3. Vessel Requirements

Proper container selection is vital to prevent contamination and sample loss.

• Use only the tubes recommended by the WCMC (typically high-quality, pre-labeled microcentrifuge or cryo-vials).
• Ensure all lids are tightly secured. Parafilm or secondary sealing may be necessary for long-distance transport.
• Label tubes clearly with a unique, permanent identifier. Do not rely solely on sticky labels, which can fall off at -80C; use chemically resistant markers.

4. Manifest Documentation

A digital sample manifest is required for every submission. This file acts as the roadmap for the center to process your samples.

• Ensure the electronic manifest matches the physical labels on the tubes exactly.
• Include all necessary metadata, such as biological species, tissue type, treatment groups, and any known deviations from standard protocols.
• Upload the finalized manifest to the LIMS portal prior to shipping.

5. Shipping and Logistics

Shipping samples for metabolomics requires careful planning to maintain the cold chain.

• Dry Ice Requirements: Samples must be shipped in a sufficient amount of dry ice to ensure they remain frozen for at least 48-72 hours beyond the expected delivery time.
• Timing: Schedule shipments to arrive on weekdays (TuesdayThursday is generally preferred). Avoid weekend arrivals or holidays when laboratory personnel may not be available to receive packages.
• Tracking: Provide the WCMC with the tracking number as soon as the shipment has been dispatched.
• Packaging: Use a high-quality, insulated styrofoam container inside a cardboard shipping box. Ensure tubes are packed securely to prevent movement during transit.